Pre-Pay Packages
There are two different ways to manage pre-pay packages on patient accounts.
Go To: BILLING > PATIENT ACCOUNTING > Patient Accounts
You will need to first create the Extra Charge for a Pre-Pay Package & you can then use this charge & apply it on any patient account. You can also assign a visit counter to the extra charge in the utilities as well. See Section Extra Charge Utility for more info on creating/managing Extra Charges.
OPTION 1: PRE-PAY PACKAGE AS AN EXTRA CHARGE WITH PAYMENT:
Go to Patient Accounting > Patient Accounts
Click on Extra Charge at the top
Select a Post Date
Select a Provider
Optional: Select a Category
Select Extra Charges
You may only select 1 extra charge that has a visit count associated with it
Extra Charges with a visit count will be shown with a TBD icon.
Once selected the charge will appear in the table to the right where you can edit:
Amount of Units
Change the Charge Amount
If you want to apply the sales tax
Make a note (Pencil icon on the right)
Optional: Add an Expiration Date
Optional: Add a note
If you do not want to make a payment now, you can click Apply and stop here
Select the checkbox that says “Make a payment on this extra charge”
Select Method Of payment
Cash
Check- Must enter Check Number
Money Order- Must enter Money Order Number
Credit Card Manual if you accepted a credit card using another payment processing system. Here you will need to select the type of credit card and enter in the last 4 digits of the credit card
Credit Card Open Edge if you are set up for the integration with the Open Edge Payments System. You will then select and entry mode and enter in the patient’s zip code.
EMV (Chip Reader) will be selected if you want the patient to insert their card
AUTO if you want to enter in the information manually. Both options will bring up a pop up window.
Click Apply
Optional: Print Receipt
To Collect The Patient Payment Separately:
Select Patient Payment from the top
Enter in Post Date
Enter in Provider
Enter in Payment Amount
Select Method Of payment
Cash
Check- Must enter Check Number
Money Order- Must enter Money Order Number
Credit Card Manual if you accepted a credit card using another payment processing system. Here you will need to select the type of credit card and enter in the last 4 digits of the credit card
Credit Card Open Edge if you are set up for the integration with the Open Edge Payments System. You will then select and entry mode and enter in the patient’s zip code.
EMV (Chip Reader) will be selected if you want the patient to insert their card
AUTO if you want to enter in the information manually. Both options will bring up a pop up window.
Optional: Select an adjustment amount
Click on Check Box of Prepay Package Extra Charge
Post Payment Amount
Optional: Post Adjustment Amount
Click Make Payment
Optional: Print/Email receipt
Tracking Pre-Pay Visits In Billing:
When you set up a prepay package of visits, you can attach a set amount of visits to it. In Patient accounting each time they come in, you can deduct a visit from the extra charge
Each time the patient comes in you can click on the 3 dots in the far right hand column and click deduct visit. The counter will keep counting down.
Each deducted visit can be seen on the Encounter Details page
Hover over the counter to display the expiration date
4.5.1 Pre-Pay Package as a UAC
The pre-paid amount will be collected/applied as a UAC, and an Extra Charge or visit can be applied for each individual visit as the patient comes in to treat.
OPTION 2: PRE-PAY PACKAGE AS A UAC:
A. Create The UAC For The Pre-Paid Amount:
Click on Unapplied Credit at the top of the screen
Enter Post Date
Select Provider- Will default if only 1 provider in system
Enter Amount
Method Of Payment: Select method for how patient is paying
Cash
Check- Must enter Check Number
Money Order- Must enter Money Order Number
Credit Card Manual if you accepted a credit card using another payment processing system. Here you will need to select the type of credit card and enter in the last 4 digits of the credit card
Credit Card Open Edge if you are set up for the integration with the Open Edge Payments System. You will then select and entry mode and enter in the patient’s zip code.
EMV (Chip Reader) will be selected if you want the patient to insert their card
AUTO if you want to enter in the information manually. Both options will bring up a pop up window
Optional: Create Family Share (See in Family Share UAC Section)
Optional: Add a note
Click Save
Optional: Print or email a receipt to a patient (See Generating Receipts for more information)
Click “Done”
B. Charging For Each Individual Visit as an Extra Charge: (edited error here - charge had a "t")
Click on Extra Charge at the top
Select a Post Date
Select a Provider
Optional: Select a Category
Select Extra Charges
You may only select 1 extra charge that has a visit count associated with it
Extra Charges with a visit count will be shown with a TBD icon.
Once selected the charge will appear in the table to the right where you can edit:
Amount of Units
Change the Charge Amount
If you want to apply the sales tax
Make a note
Optional: Add an Expiration Date
Optional: Add a note
Click Apply
To use the visit notes as a charge, you can generate and approve as normal, apply the amount of the UAC to the visit and Adjust off the rest. Please See Section ?.? to review Adjustments
C. Applying A UAC Credit As A Payment On An Extra Charge Visit:
Click “Dates” under the Enc column.
A box will pop up with UAC Transactions, Family Share, UAC Posting.
Click on UAC Posting Tab.
All balances from the Patient Balance Column will appear.
Enter in the amount of money you would like to post to each Visit/Extra Charge. Your UAC Amount and total Posted Amount will show at the top.
Click Adjust UAC and Click Yes to confirm.
You will receive a notification that the amount was posted successfully.